Job Posting 76340

Executive Assistant
Calgary area
closed 5 days ago (Wed, 20 Oct)
full time

If you are seeking a genuine challenge in a workplace where excellence is valued and the atmosphere is supportive, consider a career with carya.

carya’s is seeking to recruit an Executive Assistant to provide senior-level administrative support to the CEO’s office and the Board of Directors. 

At carya, we know that the strength of our community is rooted in its people.  That’s why we’ve dedicated more than 105 years of service to creating healthier, more connected communities in Calgary.

With numerous programs for youth, families, and older adults, we provide a spectrum of mental health and social inclusion services for people of all ages - from babies to youth to older adults - and their support networks. Our highly skilled team encourages thousands of Calgarians each year to discover their full potential and build flourishing relationships with their families and community.

What you’ll do
Reporting to the Chief Executive Officer, the Executive Assistant is expected to work alongside the CEO and the Board to proactively support the management of carya and is expected to bring an innovative, collaborative approach to their role.

Key Responsibilities
Board Support

  • Attend Board meetings and committee meetings, as required:
  • Coordinate materials for Board distribution;
  • Follow up with Board members prior to meetings re quorum, time changes, etc.;
  • Create and circulate Board meeting minutes in a timely fashion; and
  • Maintain the secure storage of the Society corporate seal and signed monthly
  • Coordinate/organize the venue and hospitality for all Board events, including the AGM.
  • Board Minutes, including Annual General Meeting (AGM) Minutes.

Maintain and distribute as required:

  • Board Teams channels;
  • Board notices and invitations;
  • Director Applications;
  • Board Director Manual & related documents; and
  • Director Contact Lists.

Agency Membership:

  • Update the membership list as required;
  • Maintain a data base of member names, membership dates, addresses, phone number, email addresses and record of years paid; and
  • Coordinate mailings, as required.

Executive Support

The Executive Assistant is expected to:

  • Provide professional and confidential executive support to the CEO;
  • Create and coordinate the CEO calendar of events;
  • Organize Executive Leadership Team meetings to include agenda preparation, compilation of all documentation and action lists;
  • Maintain accurate official agency documents and records, including Policies & Procedures.

Carya Culture and Engagement

The Executive Assistant is expected to:

  • Ensure a strength-based practice that emphasizes people's self-determination and strengths;
  • Encourage and cultivate networks as a cornerstone of growth and change;
  • Engage in continuous improvement and learning to support the highest quality of programs,
  • services and organizational practice; and
  • Work to create conditions that allow people to come together and use their collective knowledge, skills and assets to strengthen our impact.

Brand Management
The Executive Assistant is expected to play an active role in representing carya and the carya Brand at any event attendance, presentations, professional development opportunities and any other situations attended as a carya employee. 

What you bring

  • Seven+ years of proven experience as a dedicated Executive Assistant, supporting one or more executive leaders;
  • Post secondary Diploma/Degree in relevant field or equivalent experience;
  • Experience working with senior executives in a fast-paced environment preferably in health care or a non-profit organization;
  • Board experience;
  • Detail-orientated and able to meet deadlines while providing high quality work;
  • High degree of discretion and able to maintain confidentiality with Management;
  • Superior interpersonal skills with the ability to collaborate on a wide variety of tasks within a multi-disciplinary environment;
  • Excellent written and verbal communicate skills;
  • Superior planning and time management skills, with strong prioritization skills;
  • A pro-active and organized self-starter with a strong sense of urgency and ability to take initiative;
  • Comfort working both independently and within a team;
  • Ability to react well under pressure, consistently treating others with respect;
  • Competency in Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint);
  • Ability to effectively manage and prioritize communications and calendars is critical;
  • Core Brain story training and Natural Supports Part 1 is required.

Please note the successful candidate must complete a Criminal Record Check.

The safety of carya employees and our clients is our top priority.  All employees will be required to be fully vaccinated against Covid-19 as a condition of employment.

Full Time Regular (37.5 hours per week)

Salary to commensurate with experience

carya offers a competitive benefits package with excellent work/life balance and paid time off

Closing Date
October 11, 2021

To apply: Please send your resume and cover letter in PDF format to


Carya is an equal opportunity employer. Persons from diverse groups are encouraged to apply. We wish to thank all applicants for their interest, however, only those selected for interviews will be contacted.

Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

Thanks for looking on and good luck with your job search!